Man with Van Ham Privacy Policy
This Privacy Policy explains how Man with Van Ham collects, uses, stores, and protects personal data relating to customers and prospective customers. It applies to all Man with Van Ham customers in our service area and to anyone who contacts us to enquire about our services, whether by phone, online, or in person.
Man with Van Ham is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the General Data Protection Regulation and applicable data protection laws.
Scope of this Privacy Policy
This Privacy Policy applies to all personal data that Man with Van Ham processes in connection with providing man and van, removal, and related services. It covers data collected from individual customers, business customers where personal data is involved, and any person acting on behalf of a customer within our service area.
Personal Data We Collect
We may collect and process the following categories of personal data when you use our services or contact us:
Identification and contact details: name, address, service address, billing address, and other relevant location details you provide to arrange a collection or delivery.
Communication data: information you provide when you contact us by phone, online form, or other channels, including enquiries, booking details, and any follow-up correspondence.
Service and booking information: dates and times of bookings, pick-up and drop-off locations, details of items to be moved where relevant, special instructions, and payment status information.
Payment-related information: limited payment details necessary to confirm that payment has been made, such as payment method and transaction confirmation. We do not store full card details where payments are processed through a third-party payment provider.
Website technical data: when you visit our website, we may collect technical data such as IP address, browser type, and basic analytical data about how you interact with our site, using cookies or similar technologies where required and permitted by law.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis under data protection law. Depending on the context, we rely on one or more of the following legal bases:
Contract: processing is necessary to enter into or perform a contract with you. This includes taking steps at your request before entering into a contract, such as providing quotes, confirming availability, and completing your booking.
Legal obligation: processing is necessary for us to comply with legal obligations, for example, record-keeping, accounting, tax requirements, or responding to lawful requests from public authorities.
Legitimate interests: processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. This includes improving our services, managing our relationship with you, protecting our business, and preventing fraud.
Consent: where required by law, we will obtain your consent before processing certain personal data, such as for certain marketing activities or optional cookies on our website. You can withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide our services: arranging and completing bookings, planning routes, managing pick-ups and deliveries, and communicating with you about your booking.
Customer service and communication: responding to your enquiries, providing quotes, sending booking confirmations, rescheduling services if required, and dealing with complaints or feedback.
Administration and business management: maintaining records, invoicing, accounting, and internal reporting.
Improvement of services: analysing how our services are used, assessing performance, training staff, and enhancing the quality and efficiency of our operations.
Legal and security purposes: preventing and detecting fraud or misuse of our services, managing disputes, and complying with applicable legal obligations.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and lawful. These third parties act either as processors on our behalf or as independent controllers with their own responsibilities.
Service providers and processors: we may use trusted third-party service providers to support our operations, for example for payment processing, IT hosting and maintenance, route planning tools, customer relationship management tools, and administrative support. These providers process your personal data only on our instructions, under a written contract, and are required to protect your data and keep it confidential.
Professional advisers: we may share data with accountants, legal advisers, or insurers to obtain professional advice or manage legal claims where necessary.
Public authorities: we may disclose personal data where required to comply with legal obligations or lawful requests from regulatory, tax, or law enforcement authorities.
In all cases, we only share the minimum amount of personal data needed for the relevant purpose.
International Transfers
Our primary operations are based in our local service area. However, some of our service providers may store or access data from outside the European Economic Area or the United Kingdom. Where this occurs, we take appropriate steps to ensure that your personal data remains protected, such as using standard contractual clauses or ensuring an adequate level of protection is in place as required by data protection law.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.
Booking and service records: we typically retain booking information and related correspondence for a period necessary to manage our contractual relationship, handle any complaints or disputes, and comply with tax and accounting obligations.
Enquiry data: information from general enquiries that do not result in a booking may be kept for a limited period so we can respond and follow up where appropriate, and then securely deleted or anonymised.
Marketing data: where you have consented to receive marketing communications, we retain your contact details until you withdraw your consent or object to further marketing, or until we determine that the information is no longer up to date.
We regularly review our retention periods and securely delete or anonymise personal data when it is no longer needed.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure storage, restricted access to personal data on a need-to-know basis, and appropriate procedures for handling data breaches.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Ham customers within our service area, subject to certain legal limitations and conditions.
Right of access: you have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with information about how it is used.
Right to rectification: you have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you may ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: you may request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection.
Right to object: you can object to processing of your personal data based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds that override your interests and rights or where it is needed for legal claims. You also have the right to object at any time to the processing of your personal data for direct marketing.
Right to data portability: where processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Contact and Further Information
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you may contact us using the contact details provided on our website or through the usual communication channels you use with Man with Van Ham.
